Phebe Ma

Administrative Executive

Guardian Engineering Limited

08.2019 - Current

Streamlined documentation processes, reducing preparation time by 20% for reports and meeting agendas, ensuring timely availability of critical information for the Director
Communicated with bankers to support director's personal banking issues, including deposit and transfer funds, investment trades, online banking and corporate bank account operations
Coordinated over 30 travel arrangements and managed complex itineraries, optimizing time management and reducing travel-related expenses by 10%
Managed oversea offices setup & operation (included Hong Kong, China, Macau, Singapore, Vietnam)
Prepared and reviewed the documents of the company listing, email communication with internal and external stakeholders
Reviewed and managed over 100 contracts and payment documents annually, minimizing discrepancies and ensuring compliance with company policies and legal standards
Submitted construction project tender documents and budgeting that contract sum over 10 million (HKD)
Prepared and reviewed audit documents and reports for more than 10 companies
Led project planning efforts, coordinating with 30+ suppliers and clients, resulting in successful project delivery within time and budget constraints, improving overall project efficiency by 15%
Facilitated the onboarding of 30+ new hires, leading talent acquisition processes including screening, interviewing, and orientation
Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively, and building strong relationships.
Ensured accurate record-keeping with diligent data entry and database management for vital company information.
Handled confidential information with utmost discretion, ensuring sensitive data was protected from unauthorized access.
Collected data, input records, and protected electronic files.
Managed high-level executive calendars, prioritizing appointments and meetings to optimize time management.